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Add Folio

 

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 House folios have the same functionality as the guest folios, however they are not linked to a room number. These folios may be created at anytime by authorized users. As soon as they are checked out, a new one is checked in. There is a check during night audit to insure all house folios have zero balances.

Every time a charge is applied, a corresponding payment must be applied. For instance, you may apply a postcard charge of $1.00 plus $0.08 taxes. This will come to a total of $1.08. The user must now enter a payment of $1.08 to bring the balance to zero.

There is one house folio that is of special note, the Missed Calls Folio records any phone calls that were not assigned to a folio because there was no guest checked in to the room. Administrative calls may also be logged here. Phone Calls that have a zero charge associated are not recorded anywhere in MyPMS.
You have the ability to print out individual receipts from the House Account. To use this feature, simply place a check mark next to the line item you would like to print out on the receipt, then scroll down and click "Print Folio".

The ability to Add, Edit, and Delete a credit card exists with a House Account, as do all other payment options. Once added, a credit card must be manually deleted in order to not accidentally use it for a future charge. This is important, as it will protect your property for liability for storing – and potentially misusing - credit cards no longer needed. Since there is no 'Guest', 'Group', or 'Company' to apply the credit card to, either the card must be swipe or manually entered in order to get proper details for the card charge.

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Additional folios are useful when you have items other than Room related charges such as meals, point of sale items. This can be for an existing guest or for daily charges in a gift shop or restaurant.  You can create as many folios as you need and each folio will function independently using the basic folio operations. See Folio.

Remember each folio must be balanced in order to complete night audit, so be sure to make charges and take payments in the correct folios. If you are using a daily folio or have a one-time charge, you can close the folio after it is balanced. The transactions will be recorded and viewable in the Transactions Report.

When Setting up a new folio, you have the ability to indicate which charges should automatically be charged to that folio. In the example below, Dinner is set to automatically charge to the Restaurant folio and the gift items to the Boutique folio. This can be changed manually at time of charge, bu this is a convenient way to ensure the charge goes to the correct folio.

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To add a new folio:

  • Click on Add New Folio
  • Enter a Folio Name
  • Add any comments: Optional
  • Then, use the radio buttons to assign specific items to automatically charge to that folio by default. The items appearing in this list are created at Inventory Items

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